Virtual assistants for
Virtual Assistants for Insurance Agencies
Less admin. More of the work that pays.
An insurance agency virtual assistant handles the service and admin load of an independent agency: certificate of insurance requests, renewal preparation, policy change requests, quoting prep, claims intake, and agency management system administration in platforms like AMS360, EZLynx, HawkSoft, and Applied Epic. Licensed advice and binding stay with your producers and CSRs.
Service work is where agency growth stalls. Every certificate, endorsement request, and renewal follow-up that lands on a producer is a quote that does not get written. Our insurance VAs take over the admin layer of the service desk inside your agency management system, so licensed staff spend their time selling and advising.
Managed by VA Hub PRO. Fast replacement at no extra cost.
Updated
The VA Hub PRO model
We work inside the tools you already use
Google Workspace
Not on the list? We learn it. Your VA is trained on your specific setup during onboarding.
What we actually do
What our insurance VAs handle
Certificates of insurance
Standard COI requests processed same day from your templates, holders tracked, exceptions escalated.
Renewal preparation
Renewals pulled 60 to 90 days out, applications pre-filled, loss runs requested, files handed over ready.
Policy service requests
Changes, ID cards, and documents requested from carriers and delivered to clients, logged in your AMS.
Quoting prep
Applications completed from intake data and carrier portals populated for the producer to finish.
Claims intake
First notice captured, adjuster details logged, clients kept updated through your process.
AMS administration
AMS360, EZLynx, HawkSoft, or Applied Epic kept accurate: contacts, policies, activities, attachments.
Client communication
Renewal reminders, document delivery, and payment reminders in your agency's voice.
Lead follow-up
Inbound quote requests answered fast and logged in GoHighLevel or your CRM, appointments booked.
Built around the licensed line
Insurance is a licensed business and we treat it that way. Your VA never binds coverage, quotes a premium as final, or advises on limits. They prepare every file so the licensed person on it spends minutes, not hours. Your E&O carrier and your state's rules define the boundary; we write it into the SOPs.
Software we work in
Your VA works inside the agency management system you already run.
- Agency management systems: AMS360, EZLynx, HawkSoft, Applied Epic, QQCatalyst
- Carrier portals and comparative raters, populated for your producers
- Client communication: your AMS email, plus GoHighLevel where you use it for marketing and follow-up
- Documents: Google Workspace or Microsoft 365, e-signature for applications
Your first 30 days
- Week 1: AMS and carrier-portal access under your permissions; COI templates, renewal workflow, and escalation rules documented
- Week 2: your VA runs certificates and service requests live, with your CSR reviewing each one
- Weeks 3 and 4: renewal prep and claims intake added; the weekly service report starts
Where the line is
An insurance VA does administrative and preparation work. They do not bind coverage, give advice on coverage or limits, negotiate terms with carriers, or quote a premium as final. Anything requiring a license stays with your producers and licensed CSRs.
Independent insurance agencies
Is this you?
Here is what you get.
Who this service is for
- Independent agencies where producers still process their own certificates
- Agencies growing faster than they can hire licensed CSRs
- Agencies on AMS360 or EZLynx using a fraction of the system
- Owners who want renewals prepared weeks out, not days
What is included
- An insurance-service-trained VA under confidentiality agreement
- COI, renewal, and service-request SOPs documented for your agency
- AMS data kept accurate and current
- Weekly reporting on service volume, renewals prepared, and open requests
- Management and fast replacement by VA Hub PRO
Meet your operator
One accountable operator, backed by our team.
You are not renting hours. You are handing off a result to an assistant who owns it, trained before day one, working inside your software, and managed by VA Hub PRO so you never manage a freelancer again.
Vetted and background checked
Trained on AI tools and GoHighLevel before day one
Managed and quality-reviewed by VA Hub PRO
Replaced fast at no extra cost if it is not a fit
Every operator is
- Background checked and under confidentiality agreement
- Trained on AI tools and GoHighLevel before day one
- Fluent English, clear in writing and on the phone
- One accountable operator, backed by the VA Hub PRO team
- Managed and quality-reviewed, replaced fast if it is not a fit
Simple, managed pricing
Flat monthly plans, not per-task billing. Every plan includes vetting, training, day-to-day management, and fast replacement at no extra cost.
Part-time
$1,200/mo
20 hours per week
Full-time
$2,000/mo
40 hours per week
Managed by VA Hub PRO. Fast replacement at no extra cost.
Frequently asked questions
What does an insurance agency virtual assistant do?
An insurance agency virtual assistant handles certificates of insurance, renewal preparation, policy change requests, quoting prep, claims intake, client communication, and agency management system admin in AMS360, EZLynx, HawkSoft, or Applied Epic. Binding, advice, and anything requiring a license stay with your licensed staff.
Can a VA issue certificates of insurance?
Yes, from your approved templates and within your rules: standard COI requests processed same day, holders tracked, and anything non-standard escalated to a licensed CSR. Many agencies start with certificates alone because the time savings show up in the first week.
Is an unlicensed VA allowed to do this work?
The tasks we scope are administrative and preparatory, the same work agencies give unlicensed service staff. Your state's rules and your E&O carrier define the exact line; we document it in the SOPs and keep licensed work with licensed people.
Which agency management systems do your VAs know?
AMS360, EZLynx, HawkSoft, Applied Epic, and QQCatalyst are the most common, along with the carrier portals and raters around them. Your VA learns your agency's specific setup during onboarding.
Can they help with renewals?
Yes. Renewals are pulled 60 to 90 days out, applications pre-filled, loss runs requested, and the file handed to your account manager ready to market or remarket. The licensed conversation with the client stays with your team.
How do you keep client data secure?
Access is limited to the systems and records the role needs, through your software's user permissions and a password manager you control. Assistants are background checked and under confidentiality agreement, and you can revoke access instantly.
Can the VA work in our marketing CRM too?
Yes. Agencies running GoHighLevel or another CRM for lead follow-up and cross-sell campaigns can have the VA keep it current, answer inbound quote requests fast, and run the reminder sequences you approve.
How much does an insurance agency VA cost?
VA Hub PRO runs on flat monthly plans, not per-task billing. Part-time is $1,200 per month for 20 hours a week and full-time is $2,000 per month for 40 hours. Every plan is managed: we vet, train, and supervise your assistant, and replace them at no extra cost if it is not the right fit.
Ready to hand this off?
Book a discovery call. We will map what you should delegate, what should be automated, and what it costs. No pitch you did not ask for.
Managed by VA Hub PRO. Fast replacement at no extra cost.
Discovery call this week. Your operator usually starts within about a week after.